Changing a User's Editor Role

A user’s editorial position may change at a publication. This may require that the user’s Editor role in the system be changed or removed. A staff member with permission can change Editor role designations via the Search People – Update Information page.

To change or remove a user’s Editor role:

Access the user’s record via Search People.
Transfer any open editorial assignments.
Resolve any other dependencies. See the list of considerations below.
4. Editorial Role: Use the drop-down menu to select the new Editor role. (Select None to remove the user’s access to Editor functions.)
When finished, click Submit.

Transfer open editorial assignments

If the user has open editorial assignments, a Transfer Editor Assignments button appears on the Search People – Update Information page. Before changing or removing the Editor role, open assignments should be reassigned.

Click the Transfer Editor Assignments button to open the Transfer Editor Assignments page. Assignments eligible for transfer are listed in a grid.
Use the checkboxes in the Select column to choose assignments to transfer.
Click Proceed. This opens the Replace Editor for Selected Submissions page.
Select a new Editor. Mechanism for selection may be a drop-down list or Editor search. Once a new Editor is selected, an alert will appear in the assignment grid to flag any potential conflicts the new Editor may have with a submission (e.g., the Editor may be an Author of the submission).
Use the drop-down lists to select letters to send to the new Editor and the departing Editor. Letters may be customized.
Click Proceed to complete the reassignments and send letters.

The reassignment confirmation page includes a link to return the user to the Select Assignments for Transfer page if additional active assignments require reassignment.

Considerations when changing or removing a user’s Editor role

When the selection in the Editorial Role drop-down menu is changed to None, the system will not allow the change to be made if the user has open tasks or assignments. Other activities noted below may also need to be addressed.

When the selection in the Editorial Role drop-down menu is changed from one role to another, the system will display a generic warning that some actions may not be available to the user under the new role, or that certain user-based functionality may be left without an authorized operator following the Editor role change. Further action may be required to address these activities.

Activities include:

Report creator – Automated reminders: The role can be changed, but the reports cannot be edited or deleted by another user. Confirm that the new role has the necessary permission for the user to continue to maintain the report, or have another user create a new version of the reminder report and then delete the version created by this user before changing the role. (Report can be deleted by the user or by a proxy user.)
Report creator – Enterprise Analytics Reporting: The role can be changed, but the reports created under the original Editor role will no longer be available to the user under the new Editor role if the new role does not have reporting permissions. If the new role has reporting permissions, the user will still have access to the reports. For reports the user has created and shared with limited access, the user will continue to own the reports if the new role has reporting permissions. If the new role does not have reporting permissions, reports should be set to share with full access rights before changing the role. (Report can be edited and set to full access by the user or by a proxy user.)
Section/Category configuration: The role can be changed, but the user’s new Editor role may not have the permissions required to be the responsible Editor for a section/category. Select a different Editor to be responsible for the section/category, or confirm that the new role has all necessary permissions.
Tasks – Assigned by: The role can be changed, but any open tasks previously assigned by this user cannot be cancelled by another user.
Tasks – Assigned to: The role can be changed, but open tasks previously assigned to this user will no longer be available under the new Editor role. The role should not be changed until all open tasks assigned to this user have been completed or cancelled by the assignor. The Editor role cannot be removed until all open tasks assigned to this user have been completed or cancelled by the assignor.
Task configuration (this user is designated assignor or recipient of an automatic task): The role can be changed, but the task will no longer be available to the user under the new Editor role. The task should be reconfigured with a different assignor or recipient. The role cannot be removed until the task is reconfigured with a different assignor or recipient.